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TC Res. No. 2013-04 General Fund TransfersTOWN OF AVON, COLORADO RESOLUTION NO. 13 -04 SERIES OF 2013 A RESOLUTION TRANSFERRING FUNDS TOTALING $30,100.00 FROM THE GENERAL FUND COMMUNITY DEVELOPMENT DEPARTMENT TO THE GENERAL FUND ADMINISTRATIVE SERVICES DEPARTMENT FOR THE HIRING OF A PART -TIME ADMINISTRATIVE RECEPTIONIST WHEREAS, the Town Manager has recommended to the Town Council that the Community Development Director position, which is currently vacant, not be filled at this time as sufficient staffing and expertise exists within the Community Development Department to meet current and expected workloads; and WHEREAS, the Town Manager has identified the benefit of creating the position of Administrative Receptionist in the Administrative Services Department to assist with reception services and a variety of clerical needs, including the implementation of the Laserfiche system; and WHEREAS, Section 12.10(d) of the Avon Home Rule Charter states: Any time during the fiscal year, the Manager may transfer part or all of any unencumbered appropriation balance among programs within a department, office or agency and, upon written request by the Manager, the Council may by resolution transfer part or all of any unencumbered appropriation balance from one department, office, agency or object to another; and WHEREAS, the Town Manager in her Council Report dated February 6, 2013, has made a request to transfer funds from the Community Development Department to the Administrative Services Department. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF AVON, COLORADO, $30,100.00 is approved for transfer from the General Fund Community Development Department to the General Fund Administrative Services Department for the hiring of a Part -time Administrative Receptionist. Adopted this 12th day of February, 2013. ATTEST: C'���RADO �µ c Patty tK ny, Tow er TOWN COUNCIL TOWN OF AVON, COLORADO Rich Carroll, Mayor HEART of t6e'U`ALtiEY' s e:r TOWN COUNCIL REPORT To: Honorable Mayor Rich Carroll and Avon Town Council From: Virginia Egger, Town Manager Date: February 6, 2013 Agenda Topic: Resolution No. 13 -04, Series of 2013, Resolution Transferring Funds Totaling $30,100.00 from the General Fund Community Development Department to the General Fund Administrative Services Department for the Hiring of a Part-time Administrative Receptionist Community.._DeveI pment__Department - Current planning and building official workloads in the Community Development are being met by existing staff, who have the experience and expertise for reviewing applications, issuing building permits, and for assisting, as assigned, leading special projects. There is no strong indication planning applications and /or building permits will significantly increase this year. It is my conclusion in direct observation and in working with the Community Development Department staff that the current vacancy in the position of Community Development Director should not be recruited or filled at this time or in the foreseeable future. Staff in the department concurs with this direction. I will serve in that capacity for the time being. in conjunction with this decision, the two planning positions will be reviewed for advancement into more senior planning roles. Town Council's priority for development of an economic development program will be staffed by Community Development, Finance Department staff and myself. With the implementation of Laserfiche as a high work priority across Town departments this year, the Community Development Department could benefit from dedicated assistance in scanning documents and general planning technician duties. The workload of the GiS position can accommodate additional duties during this continuing slow economic period, including helping with implementation of Laserfiche, special projects and planning and building project application and permit in -take. Three days per week will be dedicated to the above mentioned administrative duties and two days will be dedicated to GIS and mapping projects. Administrative Recept onist_- A... _0 strative_Services Department — Reception and cashier services at Town Hall should be consolidated. A new part-time position (25 hours per week) is proposed with duties to include general clerical duties, Laserfiche scanning and filing, phone and in- person reception and mail collection. Cashier services for business licenses, planning and building permits and court fees will be centralized in this position. The Town's Court Clerk will continue to provide these reception duties for the remaining hours each week. The additional clerical and reception time resulting from the new position will be in support of Patty McKenny, Assistant Town Manager, as she takes on more special project and administrative support work for the Town Manager in addition to her role managing and overseeing the administrative programs (Town Clerk, Human Resources, Risk Management, Community Relations, Court). Funding in the amount of $ 30,100.00 is requested from the Community Development Department to the Administrative Services Department, a transfer which requires Council approval. A recommended motion follows, should Council agree with the request for transfer of funds: Recommended Motion: I move to approve Resolution No. 13 -04, Series of 2013, Resolution Transferring S30,100.00 from the General Fund Community Development Department to the General Fund Administrative Services Department for the Hiring of a Part-time Administrative Receptionist. TOWN OF AVON, COLORADO RESOLUTION NO. 13 -04 SERIES OF 2013 A RESOLUTION TRANSFERRING FUNDS TOTALING $30,100.00 FROM THE GENERAL FUND COMMUNITY DEVELOPMENT DEPARTMENT TO THE GENERAL FUND ADMINISTRATIVE SERVICES DEPARTMENT FOR THE HIRING OF A PART -TIME ADMINISTRATIVE RECEPTIONIST WHEREAS, the Town Manager has recommended to the Town Council that the Community Development Director position, which is currently vacant, not be filled at this time as sufficient staffing and expertise exists within the Community Development Department to meet current and expected workloads; and WHEREAS, the Town Manager has identified the benefit of creating the position of Administrative Receptionist in the Administrative Services Department to assist with reception services and a variety of clerical needs, including the implementation of the Laserfiche system; and WHEREAS, Section 12.10(d) of the Avon Home Rule Charter states: Any time during the fiscal year, the Manager may transfer part or all of any unencumbered appropriation balance among programs within a department, office or agency and, upon written request by the Manager, the Council may by resolution transfer part or all of any unencumbered appropriation balance from one department, office, agency or object to another; and WHEREAS, the Town Manager in her Council Report dated February 6, 2013, has made a request to transfer funds from the Community Development Department to the Administrative Services Department. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF AVON, COLORADO, $30,100.00 is approved for transfer from the General Fund Community Development Department to the General Fund Administrative Services Department for the hiring of a Part -time Administrative Receptionist. Adopted this 12th day of February, 2013. TOWN COUNCIL TOWN OF AVON, COLORADO Rich Carroll, Mayor ATTEST: Patty McKenny, Town Clerk